Calendar Events

Topic

When creating calendar events for the Keyes Calendar please follow the information contained within this page as the standards for Keyes Architects & Associates.

New Events

When a new even is to be added the following is the company standard.

Keyes Architects' Public Calendar Events

Whenever possible, add all new company related calendar event (including personal time off) to the public calendar "Keyes Calendar". This is so that if a change needs to be made to the event then anyone in the company can make the change to the event.

If it is not possible to add the calendar event to the public calendar, then add the event to your personal calendar and ensure to add "Keyes Calendar <calendar@keyesarchitects.com>" to the event so that it shows up on the public calendar. This will only be the case if you are added from your phone or some other portable device. Keyes Calendar is set to automatically accept all calendar events that it is invited to.

Please note: Adding events to Keyes Calendar then inviting yourself and others, makes Keyes Calendar the originator of the event. If you add a calendar event to your personal calendar and then invite Keyes Calendar, then you will be considered the originator and only you can make changes or delete the event. If you are the originator, then all that can be done from the Keyes Calendar is remove the event from the public view, it will still remain on your calendar and on the calendar of all other invited attendees.

Calendar Event Screen

To start create an new calendar event on outlook then click on the invite attendee button as indicated by item #1 in the picture below.

Once the invite attendee button has been click, refer to Common Entries for more input information and Event Types for additional input information.

Common Entries to all Events

The following list of items will be common through out most entries with the only changes coming from the event types listed in Event Types below.

• Item #2, send, is to send the invite out once all fields have been processed. Do not click this button until all other steps have been completed.
• Item #3, title, See Event Types below for what to input here.
• Item #4, required & optional attendees, are for inviting attendees to the event. The Required field is for attendees that are expected to be at the event and when they receive the event, they will be asked to accept the event or suggest a new time at which point the event will be canceled until the originator proposes a new time. The Optional field is for attendees that may attend but are not required, they will receive the same attendance prompt but their input will not cancel the event.
  • For internal invites of Keyes Employees, start by typing the first name of the employee until their name appears in the outlook popup list and click their name to add it.
  • For external invites of non-employees, find their email address in the pubic Keyes Contacts list and paste it in the appropriate field.
• Item #5 & #6, starting and ending times, See Event Types below for what to input here.
• Item #7, all day, is for when the event will be flagged as an all day event. In this case the starting and ending times (Items #5 & #6 will be grayed out and unchangeable). All day events should be used for when the invitees that are attending the event will not be expected to start or end their day at the office. For example this will be used for all day personal time off calendar events.
• Item #8, recurring event, is to make the event occur on more than one day, say for example to always repeat on the first Tuesday of the month. See Recurring Events for more information.
• Item #9, location, See Event Types below for what to input here. This filed can be left blank if there is not specific location for the event.
• Item #10, notes, See Event Types below for what to input here. Otherwise this field can be left blank.

Send the invite.

Event Types

Inhouse (Any event that does not require traveling)

To start fill in item #3 using the following format: [Description] - [Keyes Invitee Initials] [External Invitee Names]

• Where:
  • [Description] is a brief description of the even, this could include the name of the project if relevant and what will take place during the event.
  • The mandatory '-' (hyphen) delineates the end of the description and the start of invitees.
  • [Keyes Invitee Initials] This is a coma delimited list of the initials of all Keyes Employees listed in the invite field item #4.
  • [External Invitee Names] This an optional coma delimited list of additional attendees to the event. This is useful when meeting with an engineer / consultant as it allows others to know the event is including them and if they have something to pass along, they know whom to give the info to.

• Example:
  • Meeting to Discuss starting a new project - EK, CjK
  • Meeting to Discuss Project Changes - EK, Owners, Contractor

Set items #5 & #6, to the starting and ending date/time for what the meeting duration will be.

Set Item #9, the location, to either "Conference Room", "Desk", "Charlie's Office" or what ever appropriate in office location.

Fill in the remaining fields per #Common Entries to all Events above.

External (Any event that requires travel time to be factored in to the event)

External Calendar Events are unique from Internal Calendar Events as they also include travel time to get to the destination. This is accomplished by indicating the starting time of the meeting, as the time to leave for the meeting, then in the description of the meeting include the time of the meeting/arrival.

To start fill in item #3 using the following format: (Meeting Time) [Description] - [Keyes Invitee Initials] [External Invitee Names]

• Where:
  • (Meeting Time) is the starting time of the meeting / the arrival time of the meeting. Ensure to enclose the meeting time in parenthesis "( )".
  • [Description] is a brief description of the even, this could include the name of the project if relevant and what will take place during the event.
  • The mandatory '-' (hyphen) delineates the end of the description and the start of invitees.
  • [Keyes Invitee Initials] This is a coma delimited list of the initials of all Keyes Employees listed in the invite field item #4.
  • [External Invitee Names] This an optional coma delimited list of additional attendees to the event. This is useful when meeting with an engineer / consultant as it allows others to know the event is including them and if they have something to pass along, they know whom to give the info to.

• Example:
  • (3:00p) Meeting to Discuss starting a new project - EK, CjK
  • (10:15a) Meeting to Discuss Project Changes - EK, Owners, Contractor

Set items #5 & #6, to what time to leave for the meeting with travel time to arrive at the meeting time in parenthesis. The ending time will be how long the meeting will last from the starting time plus the travel time to get back to the office.

Set Item #9, the location, to address of the meeting. By default, outlook will attempt to lookup the address and suggest any corrections to the address. Accept these corrections if they are accurate with the address because this field is used by phone apps to map directions to the meeting site. If the address being entered does not pull up a valid entry in the search, because say this is a new site and does not exist in the map programs yet, then simply enter the address as you were given.

Fill in the remaining fields per #Common Entries to all Events above.

Example:

The Meeting starts at (3:00p), it is expected to last an hour, and there is a 45 minute travel time.

External Initiated Calendar Event

On occasions we will receive a calendar event from an external contact. To be respectful we want to accept the event so that the originator knows we received the message and are planning on attending the event. Once the event has been accepted, then an internal event needs to be created for the same event so that it will be on our Public Calendar as well if there is travel time, to include this time. Follow the same steps listed above for Inhouse and External Calendar Events.

Video Conference Call (Keyes Architects Initiated)

To start, these types of meetings must be initiated on the Conference Room Computer for this is the only computer that has been signed in with the paid teams event account. If a teams meeting is initiated using your company email instead, the meet will work fine for up to 10 participants, for a maximum of 45 minutes. The general@keyesarchitects.com account must be used to receive unlimited time and features.

Follow the same process as creating an Inhouse event but before clicking the send button, locate and click the "Teams Meeting" button the ribbon, this will add all the necessary items to initiate the meeting. Once teams has finished the necessary entries, click the "Send Button".

Video Conference Call (External Initiated)

Follow the same process as creating an Inhouse event but before clicking the send button, locate the video call setting located within the body of the original calendar event and paste is in the new calendar event. This has become industry standardized and the information should be located in the notes section (Item #10 in the picture above).